Resource Management (RM) - HR Support Unit provides human resources assistance to all national staff members within the Global Shared Services Centre (GSSC). These services include but are not limited to recruitment and selection of staff and non-staff, contracts management, benefits and entitlements processing, attendance and timekeeping, HR compliance reporting and monitoring, staff development and HR policy implementation in coordination with the Department of Human Resources Management in Geneva, Switzerland.
Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the National Human Resources Officer, the successful candidate will be responsible and accountable for the effective and timely human resources administration support for all local staff and non-staff in the Global Shared Services Centre (GSSC). Specifically, the incumbent will assist with the following functions.
1. Provide general recruitment assistance including but not limited to the following:
- Assist in sending out recruitment coordination with the candidates such as interview and exam invites, Entry on Duty (EOD) notification to relevant units and communicate EOD details to the incoming staff members.
- Assist in sorting applications in the recruitment mailbox.
- Assist in the posting job advertisement on various platforms, including creation and e-sending out of weekly vacancy announcements in coordination with the HR Specialist (Recruitment).
- Assist with the timely routing of complete recruitment documents in coordination with the HR Specialist (Recruitment).
- Coordinate request for list of referees. Send-out and collect feedback as part of the candidate's character reference check, including the completion of the IOM's Global Clear Check.
- Assist with the monitoring, review, completion and validation of incoming staff members' requirements checklist including follow-up of pending requirement prior to onboarding formalities.
- Assist with the data input on the recruitment tracker in coordination with the HR Specialist (Recruitment)
- Assist with the review and routing of recruitment-related documents. Ensure that supporting documents are complete
2. Act as focal point for the recruitment of interns
- Support the end-to-end recruitment process from receiving of request, screening of applications, interviewing and selection offer.
- Ensure compliance of pre-employment requirements.
- Facilitate orientation and other onboarding preparations.
3. Coordinate with the MACHR Administration team on the endorsement of the Entry on Duty (EOD) or promotion documents of the staff.
4. Support HR Administration pre-payroll activities such as coordinate with staff and computation of overtime pay, night shift differential and transportation allowance on a monthly basis.
5. Act as WAVE focal point for Consultancy processing:
Prepare consultancy contracts, extension and amendment.
Review completion of pre-employment requirements and follow-up with the consultants, as deemed necessary.
Monitor consultancy contract and coordinate contract status with the Project Manager and Finance.
Update the consultancy monitoring tracker on a regular basis.
6. Assist with the periodic update of the GSSC’s organigram in coordination with the National HR Officer.
7. Serve as focal point for the preparation and issuance of Certificate of Employment request.
8. Support the National HR Officer with the HR compliance reports monitoring, follow-up and coordination:
Check the staff compliance of the mandatory trainings and follow-up staff submission
Update the mandatory training tracker on a regular basis
Assist with the Performance Appraisal System (PAS) compliance follow-up with the staff
9. Liaise with other units on recruitment-related processes (e.g. ID application, building access, medical clearance, MSP admission, etc.). and Purchase Requisition (PR) preparation.
10. Assist with the HR data management through scanning, labelling and e-filing of documents. Ensure completeness of archived and up-to-date HR documents, following the set naming convention.
11. Assist in all MAC HR organized events.
12. Assist in the preparation and update of any HR related reports, as deemed necessary.
13. Perform other tasks as may be assigned by the supervisor.
EDUCATION
- University degree in Psychology, Human Resource, Management or a related field from an accredited academic institution, with two (2) years of relevant professional experience;
- Completed High School degree from an accredited academic institution, with four (4) year of relevant professional experience;
- Certificate on human resources an advantage.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
EXPERIENCE
- Experience in providing administrative support in human resources
- Experience in assisting high-quality, detail-oriented HR reports generation and monitoring tools
- Experience working in any multicultural organization and/or UN system, an advantage.
SKILLS
- Proficient in using MS Office applications,
- Excellent knowledge in Microsoft Excel,
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values - all IOM staff members must abide by and demonstrate these three values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.Courage: Demonstrates willingness to take a stand on issues of importance.Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competencies – behavioural indicators (Level 1)
Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies